Virtual EA

Draft, proofread, and route correspondence and routine communications on behalf of leadership. Maintain highly organized digital records for leadership (templates, key decisions, correspondence, reports, and meeting archives). Serve as a professional front door for the Center: triage inquiries, route requests, and ensure timely responses. This position will also be responsible for center operations and coordination. A core responsibility for this position will be finance, purchasing, travel, and reimbursement, among other administrative responsibilities.

Demonstrated experience providing administrative, operational, communications, or executive support in a professional office, academic, healthcare, research, or data science environment.

Experience coordinating complex calendars, meetings, travel arrangements, reimbursements, and event logistics while managing multiple competing priorities.

Experience in common office software and collaboration tools including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), virtual meeting platforms, and basic website or social media content management.

Experience coordinating website updates, social media content calendars, analytics tracking, or digital communications campaigns.

Experience supporting communications infrastructure initiatives including website content coordination, social media scheduling, publication tracking, event communications, and development of recurring communications workflows.

Experience monitoring publications in PubMed, grants, faculty activities, or organizational visibility metrics and organizing information into reports, summaries, dashboards, or leadership briefings.

Experience supporting events, seminars, meetings, or visitor coordination, including scheduling, communications, logistics, promotional materials, and follow‑up.

Experience processing or coordinating travel, purchasing, reimbursements, or related administrative transactions.

Demonstrated ability to maintain confidentiality, exercise discretion, and handle sensitive information in compliance with organizational policies and procedures.

Bachelor of Science degree in physiology, biology, biochemistry, data science, or other biological sciences or similar background is helpful.

Experience supporting communications, branding, or visibility initiatives within an academic, healthcare, research, or data science organization.

Experience developing communication templates, faculty profiles, newsletters, event promotions, or leadership briefing materials.

Experience working in a healthcare, higher education, research, or academic environment.

Experience coordinating hybrid and virtual meetings and events.

Familiarity with data tracking, reporting tools, or basic data analysis platforms.

Knowledge of HIPAA/privacy compliance and handling confidential records.

Familiarity with publication databases such as PubMed, Google Scholar, ORCID, or NIH funding announcements and reporting.

Familiarity with UC Davis or University of California administrative systems, policies, and procedures.

30% - Executive Leadership and Administrative Operations

20% - Communications, Branding, and Faculty Visibility

15% - Finance, Purchasing, Travel and Reimbursement

10% - Website, Digital Content, and Communications Infrastructure

The Center for Precision Medicine and Data Sciences convenes diverse research teams to tackle today's healthcare challenges in data science, clinical care, nutrition and more.

leadership meetings confirmed with agendas, materials, and Zoom/room logistics at least 24 hours in advance; Action items, operational updates, and leadership briefing materials distributed within established timelines; Communications and branding consistency: Social media posts, announcements, newsletters, faculty spotlights, and promotional materials distributed on established communication cadence; materials are accurate, on‑brand, proofed, and aligned with Center messaging priorities.

Research visibility and publication monitoring: Weekly monitoring of publications, grants, and funding announcements completed; Website and digital communications management: Website updates posted within 5 business days of approved content receipt; broken links and outdated content corrected promptly; digital content calendars maintained consistently.

Finance, purchasing, travel, and reimbursements timeliness: Travel arrangements completed with required documentation; reimbursements submitted within 5 business days of receipt collection; post‑event follow‑up and archival materials completed within 2 business days.

Website, social media, publication, and engagement metrics monitored regularly; benchmarking and reporting activities support leadership decision‑making and strategic planning.

Stakeholder satisfaction and process improvement: recurring pain points reduced through process improvements and proactive coordination.

Hourly

Shift (Work Schedule): M-F 8am - 5pm

Union Representation: CX-Clerical/Admin

This position is hybrid (mix of on-site and remote work).

UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC:

High quality and low‑cost medical plans to choose from to fit your family's needs

UC pays for Dental and Vision insurance premiums for you and your family

Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave

Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement

Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement

Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement

Access to free professional development courses and learning opportunities for personal and professional growth

On‑site Employee Assistance Program including access to free mental health services

Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage

Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Customer/Patient Contact - Frequent 3 to 6 Hours

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e‑cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment.

This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements.

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; At UC Davis, we're committed to solving life's most urgent challenges and building a healthier and more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: